8/28/2015 Presented by: David Richmond, Payroll Manager

04/21/2304/21/23

Presented by: David Richmond, Payroll Manager

What We Will CoverWhat We Will Cover Payroll CalendarsPayroll Calendars Automated SubFinder InformationAutomated SubFinder Information Payroll ApprovalPayroll Approval Certificate of Absence FormsCertificate of Absence Forms Bus Rider Supplement/OvertimeBus Rider Supplement/Overtime Using TERMS to track Comp TimeUsing TERMS to track Comp Time Employee Self ServiceEmployee Self Service

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Payroll Calendars 2010-11Payroll Calendars 2010-11 Display fiscal year start and end Display fiscal year start and end

dates. dates. Display insurance start and end Display insurance start and end

dates.dates. Display teachers/administrators 12-Display teachers/administrators 12-

month option pay dates.month option pay dates. 10-month instructional employees 10-month instructional employees

will receive a different number of will receive a different number of paychecks in 2010-11 compared to paychecks in 2010-11 compared to 2009-10 due to their 199-day 2009-10 due to their 199-day contract.contract.

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Payroll Calendars 2010-11Payroll Calendars 2010-11 Pay dates are every two weeks Pay dates are every two weeks

including last pay check of school including last pay check of school year for all employees.year for all employees.

Summer 2010 Extended School Summer 2010 Extended School Year/Additional Duty calendar was Year/Additional Duty calendar was posted as a separate calendar.posted as a separate calendar.

Teachers may earn Teachers may earn threethree trade days trade days in 2010-11 which may be used on in 2010-11 which may be used on 11/22/10, 4/25/11 and 6/10/11.11/22/10, 4/25/11 and 6/10/11.

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Automated SubFinder System Automated SubFinder System

Called in by Teacher Creates Substitute Roster

Panel C13 Charges Teacher Leave

Panel C08 Creates Leave Document Certificate of Absence

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SubFinder data posted to C13/C12 only SubFinder data posted to C13/C12 only creates the substitute teacher pay. It creates the substitute teacher pay. It does not create the teacher’s absence.does not create the teacher’s absence.

C08 Teacher Leave is imported from C08 Teacher Leave is imported from SubFinder daily and accumulated by SubFinder daily and accumulated by week.week.

Some transactions may not post if Some transactions may not post if employee is placed on unpaid leave in employee is placed on unpaid leave in middle of a pay periodmiddle of a pay period

You must use a payroll adjustment form You must use a payroll adjustment form to correct an absence reported through to correct an absence reported through SubFinder.SubFinder.

Automated SubFinder DataAutomated SubFinder Data

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PANEL _____ C13 SUBFINDER TRANSACTIONS YEAR: 10

RUN PLD CNTR PAY DATE DUE DATE /TIME 420 2103 1031 DIXIE HOLLINS HIGH 04/23/10 04/19/10 05:00

A DATE HOURS SUB-SS-NBR-JB-NAME - - - - - REG-SS# NBR-JB—NAME _ _ _ __SUBF # REASON

A 041408 7.50 023266881 71 BERRY, ROB 123456789 04 BROWN, JIM 44990 SK

A 041408 7.50 032145682 71 RUSSO, AL 234567890 04 OLIFF, ALI45310 PS

A 041508 7.50 043545683 71 BARKER, KIM 457891291 04 GREER, RIC45458 NP

__041508 7.50 056245684 71 CAMMY, JILL 267891277 04 MOORE, DEE46225 SK

A 041508 7.50 264355588 71 WHITE, JOE 758896589 04 JONES, MOE47898 SK

HIT ENTER TO ACCEPT “A” RECORDS (CREATES C12 TRANSACTIONS)

PF1=HELP 3=EXIT 6=NOTES 7=BKWD 8=FWD 9=ALT VIEW 11=RETURN/C09 12=ESCAPE

NO ADDITIONAL PAGES...NEXT? TERML: QPADEV

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PANEL _____ C12 SUBSTITUTE PAY YEAR: 10

RUN PLD CNTR PAY DATE DUE DATE /TIME 420 2103 1031 DIXIE HOLLINS HIGH 04/23/10 04/19/10 05:00

DATE HOURS SUB-SS-NBR-JB- NAME - - - - - - REG-SS# NBR-JB—NAME _ _ _ __FUND FUNC OBJT CNTR PROJ

041408 7.50 023266881 71 BERRY, ROB 123456789 04 BROWN, JIM ____ ____ ____ ____ ____

041408 7.50 032145682 71 RUSSO, AL 234567890 04 OLIFF, ALI____ ____ ____ ____ ____

041508 7.50 043545683 71 BARKER, KIM 457891291 04 GREER, RIC____ ____ ____ ____ ____

041508 7.50 264355588 71 WHITE, JOE 758896589 04 JONES, MOE____ ____ ____ ____ ____

EDIT DATA AND/OR HIT ENTER TO UPDATE



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PANEL _____ C08 TIME EXCEPTIONS YEAR: 10

RUN PLD PAY DATE DUE DATE /TIME 440 2103 DIXIE HOLLINS HIGH 04/23/10 04/19/10 05:00

(NAME) LAST: ALLBRIGHT FIRST: MARTY MID INIT: MSSN JB 264589193 04 RG 60.00 S1 15.00 __ __.__ __ __.__ __ __.__

ALLBRIGHT ___ __.___ ___ __.__ __ __.__ __ __.__ __ __.__

SUBFINDER ___ __.___ ___ __.__ __ __.__ __ __.__ = 15.00

264589193 RG 67.50 A1 5.00 __ __.__ __ __.__ __ __.__ ALLBRIGHT ___ __.___ ___ __.__ __ __.__ __ __.__ __ __.__

SEE SUBFIND ___ __.___ ___ __.__ __ __.__ __ __.__ = 5.00

RG __.___ ___ __.__ __ __.__ __ __.__ __ __.__

___ __.___ ___ __.__ __ __.__ __ __.__ __ __.__

___ __.___ ___ __.__ __ __.__ __ __.__ __ __.__

RG __.___ ___ __.__ __ __.__ __ __.__ __ __.__

___ __.___ ___ __.__ __ __.__ __ __.__ __ __.__

___ __.___ ___ __.__ __ __.__ __ __.__ __ __.__

HOW THE SCREEN MAY APPEAR ON WEDNESDAY OF WEEK 1



Transactions created by Sub-finder Day by Day

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A payroll approval is due in TERMS each week. A payroll approval is due in TERMS each week. Usually approval is due in the system by 5:00 pm on Usually approval is due in the system by 5:00 pm on Mondays. The payroll calendars designate a run Mondays. The payroll calendars designate a run number and an approval date and time for each pay number and an approval date and time for each pay period.period.

Before approving the payroll scroll through the C09 Before approving the payroll scroll through the C09 Employee roster and the C08 Time Exceptions Employee roster and the C08 Time Exceptions panels. Employees who are terminated, on unpaid panels. Employees who are terminated, on unpaid leave or transferred to another location in a prior leave or transferred to another location in a prior pay period should not appear on the C09 employee pay period should not appear on the C09 employee roster for the current run number. If they do an roster for the current run number. If they do an entry should have been made on the C08 Time entry should have been made on the C08 Time Exception panel to prevent an overpayment. You Exception panel to prevent an overpayment. You may also scan the C08 Time Exception panel for any may also scan the C08 Time Exception panel for any excessive overtime hours. excessive overtime hours.

Approving PayrollApproving Payroll

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After all data entry has been entered and reviewed After all data entry has been entered and reviewed for a given run number payroll is approved by for a given run number payroll is approved by entering an “A” in the approval field at the bottom entering an “A” in the approval field at the bottom of panel C09 Authorized Approval and Totals (F9 of panel C09 Authorized Approval and Totals (F9 from the C09 Employee Roster).from the C09 Employee Roster).

Each location should have a backup preparer and a Each location should have a backup preparer and a backup approver in case of absences. We send a backup approver in case of absences. We send a list of current payroll approvers and preparers list of current payroll approvers and preparers assigned to your location each fiscal year for assigned to your location each fiscal year for verification.verification.

Approving PayrollApproving Payroll

PANEL: ___ C09. EMPLOYEE ROSTER YEAR: 10 RUN PLD PAY DATE DUE DATE/TIME 420 2103 DIXIE HOLLINS HIGH 04/23/10 04/19/10 05:00 LAST NAME:________________________ FIRST: ____________________ MID INIT: ____ ---------EMPLOYEE NAME--------- HRDAY 4 FUND/FUNC/OBJT/CNTR/PROJ/SUBP/PRGM PT SOC-SEC-NB JB PRD-PAY WRK-HRS HRDAY5 HR-RATE SICK-HRS PRS-HRS VAC-HRS 4D ALBRIGHT, MARTY M .00 0100/6200/0130/1031/9101/ / 23 264589193 04 2,051.89 75.00 7.50 29.59 2,081.25 22.50 .00 0 ALSCOTT, FRED D .00 0100/5100/0120/1031/9101/ / 23 264208267 04 1,267.69 75.00 7.50 18.28 112.50 30.00 .00 0 BARNUM, PAUL T .00 0100/5100/0120/1031/9101/ / 23 305944274 04 1,563.68 75.00 7.50 22.55 423.75 15.00 .00 0 BATES, NORMAN .00 0100/5100/0120/1031/9101/4509/ 29 462809318 04 1,603.92 75.00 7.50 27.82 86.25 22.50 .00 0 BEACH, NATHANIEL G .00 0100/5100/0120/1031/9101/ / 23 263983016 04 1,186.32 75.00 7.50 17.10 37.50 30.00 .00 0

PF1=HELP 3=EXIT 6=NOTES 7=BKWD 8=FWD 9=APPROVAL 12=ESCAPE

PAGE FULL...CONTINUE. TERML: QPADEV

PANEL: C09. AUTHORIZED APPROVAL AND TOTALS YEAR: 10 RUN: 420 PLD: 2103 DIXIE HOLLINS HIGH PAYDATE: 04/23/10 ____________________________________________________________________________ LEAVE TIME ENTERED THROUGH PANEL C08: TOTAL LEAVE: 22.50 SICK VACATION PERSONAL NOPAY TDE JURY S: 15.00 V: , . P: 7.50 N: , . T: , . J: , . __ MILITARY 11.5 FLEX FMLA FMLA SICK WRK-COMP COMP TAKEN M: , . X: , . F: , . G: , . W: , . K: , . _ ____________________________________________________________________________ SALARY ADJUSTMENT TIME ENTERED THROUGH PANEL C08: TOTAL ADJUST: 31,25. EXTRA-TM HLDY-XTRA BUS-RID 1 /2 BUS LEASE COMP EARN E: , 31 25 Q: , . B: , 10.00 R: , . L: , . C: , . _____________________________________________________________________________ TOTALS FROM C08: OTHER: , JOBS ENTERED: 4 EXCEPTION TIME: 53.75 TOTAL RG TIME: 371.25

I HEREBY CERTIFY THAT TIME EXCEPTIONS HAVE BEEN ENTERED AS DIRECTED AND ARE COMPLETE AND CORRECT TO THE BEST OF MY KNOWLEDGE AND BELIEF APPROVED BY: A DAVID RICHMOND USER-ID: PA995670 04/19/2010 14:24 PREPARED BY: A MASHELLE CONVERSE USER-ID: PA985670 04/19/2010 14:18 PF1=HELP PF3=RETURN RECORD IS DISPLAYED...NEXT? TERML: QPADEV

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EMPLOYEE CERTIFICATE OF ABSENCESEMPLOYEE CERTIFICATE OF ABSENCES - The - The following is required by both Florida Statutes following is required by both Florida Statutes 1012.61(5) (b) and School Board Policy:1012.61(5) (b) and School Board Policy:

WHO IS RESPONSIBLE-WHO IS RESPONSIBLE- Any school employee Any school employee who finds it necessary to be absent from his or her who finds it necessary to be absent from his or her duties because of illness shall notify his or her duties because of illness shall notify his or her immediate supervisor. immediate supervisor.

The principal/department head may designate a The principal/department head may designate a person responsible to receive this notification; person responsible to receive this notification; however it is the however it is the employee’s employee’s sole responsibility sole responsibility to notify the principal/department head or their to notify the principal/department head or their designee of their absence.designee of their absence.

Certificate of Absence FormCertificate of Absence Form

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When Are They ResponsibleWhen Are They Responsible ?? AA typical bi-weekly pay period ends typical bi-weekly pay period ends

on a Friday. The absent employee on a Friday. The absent employee has until the following Friday pay has until the following Friday pay date to sign and return the date to sign and return the Certificate of Absence to their Certificate of Absence to their location unless extra ordinary location unless extra ordinary circumstances make compliance circumstances make compliance impossibleimpossible. .


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FRAUDFRAUDSchool Board Policy 8700School Board Policy 8700

What constitutes fraud? What constitutes fraud?

Actions constituting fraud include Actions constituting fraud include falsifying or unauthorized altering of falsifying or unauthorized altering of District documents, including… District documents, including… Employee Certificate of Absence Employee Certificate of Absence report (PCS Form 3-135) (such as report (PCS Form 3-135) (such as reporting falsely a sick day instead of reporting falsely a sick day instead of a personal day or not reporting an a personal day or not reporting an absence)absence)

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Automated Certificates of Absence Automated Certificates of Absence Does not require the principal’s Does not require the principal’s

signature becausesignature because their electronic their electronic signature was created when they signature was created when they approved the payroll.approved the payroll.

Remains at the location (the destroy Remains at the location (the destroy date appears on the document) date appears on the document) Do Do NOT sendNOT send to the Payroll Department to the Payroll Department

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Certificate of Absence - RulesCertificate of Absence - Rules

For all employees who are not For all employees who are not eligible to go thru SubFinder, a eligible to go thru SubFinder, a certificate of absence form must be certificate of absence form must be filled out and a copy submitted to filled out and a copy submitted to the Payroll Dept.the Payroll Dept.

Certificate should be signed before Certificate should be signed before employee receives pay check.employee receives pay check.

Always enter absence on C08 even if Always enter absence on C08 even if you don’t have a signed Certificate you don’t have a signed Certificate of Absence.of Absence.

Bus Rider Supplement/OvertimeBus Rider Supplement/Overtime

Paid $6.50 per day round trip ($3.25 Paid $6.50 per day round trip ($3.25 one way) – B1, B2, R1, R2.one way) – B1, B2, R1, R2.

Paid extra time when scheduled hours Paid extra time when scheduled hours are exceeded – E1, E2. are exceeded – E1, E2.

Time in A.M. begins when scheduled Time in A.M. begins when scheduled to be at bus stop (from bus routing to be at bus stop (from bus routing sheet).sheet).

Time in P.M. ends when employee Time in P.M. ends when employee gets off the bus.gets off the bus.

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Bus Rider Supplement/OvertimeBus Rider Supplement/Overtime Calculate hours worked over Calculate hours worked over

scheduled hours to nearest minute scheduled hours to nearest minute per day. Round up to nearest quarter per day. Round up to nearest quarter hour at end of week to calculate “E” hour at end of week to calculate “E” time.time.

On early release days may return to On early release days may return to school to work scheduled hours, use school to work scheduled hours, use comp time previously earned, comp time previously earned, shorten their lunch/break periods or shorten their lunch/break periods or use leave time.use leave time.

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Bus Rider Supplement/OvertimeBus Rider Supplement/Overtime

Time sheet should be initialed by the Time sheet should be initialed by the bus driver or signed off at the end of bus driver or signed off at the end of the pay period by an the pay period by an administrator/supervisor at the administrator/supervisor at the school. school.

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SAMPLE BUS RIDER TIME LOGSAMPLE BUS RIDER TIME LOGNAME: (print) Run #

DIRECTIONS for bus associates: Enter all time in hours and minutes. Start bus time is when you are scheduled to get on the

bus. End bus time is when you get off the bus at the end of the day. Fill out log daily and have bus driver initial each day or

have an administrator or supervisor sign the time sheet at the end of the pay period.

WEEK OF: 08/16/10 thruWeek 1 (in Hrs/Min) (in Hrs/Min) (in Hrs/Min) Bus

Begin Extra End Extra Extra full half none Driver'sDay Start Bus Schedule Time AM Lunch Schedule End Bus Time PM Total B1 R1 InitialMon 0:00 0:00 0:00

Tue 0:00 0:00 0:00

Wed 0:00 0:00 0:00

Thr 0:00 0:00 0:00

Fri 0:00 0:00 0:00Total Wk 1 0:00 0:00 0:00 0 0

(Rounded to Nearest 1/4 Hr) E1 0.00

WEEK OF: 08/23/10 thruWeek 2 (in Hrs/Min) (in Hrs/Min) (in Hrs/Min) Bus

Begin Extra End Extra Extra full half none Driver'sDay Start Bus Schedule Time AM Lunch Schedule End Bus Time PM Total B2 R2 InitialMon 0:00 0:00 0:00Tue 0:00 0:00 0:00Wed 0:00 0:00 0:00Thr 0:00 0:00 0:00Fri 0:00 0:00 0:00

Total Wk 2 0:00 0:00 0:00 0 0(Rounded to Nearest 1/4 Hr) E2 0.00

I catch my bus at (location) __________________________________________ Route _________

I certify that this statement is accurate (sign) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date: ___/___/___

Administrator/Supervisor Signature _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date: ___/___/___

BUS Supplmnt

Bus Rider's T ime Log

08/20/10BUS Supplmnt

08/27/10

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BUS RIDER CALCULATION SHEETBUS RIDER CALCULATION SHEET

NAME: Run #:

Week 1 08/16/10 to 08/20/10 Week 2 08/23/10 to 08/27/10In Out Hrs Total In Out Hrs Total

Mon. AM 8:30 AM 12:00 PM 3:30 Mon. AM 7:58 AM 12:00 PM 4:02

PM 12:30 PM 5:20 PM 4:50 8:20:00 PM 12:30 PM 5:05 PM 4:35 8:37:00 S P S P

Tue. AM 7:58 AM 12:00 PM 4:02 Tue. AM 7:58 AM 12:00 PM 4:02


Wed. AM 7:58 AM 12:00 PM 4:02 Wed. AM 7:58 AM 12:00 PM 4:02


Thur. AM 7:58 AM 12:00 PM 4:02 Thur. AM 7:58 AM 12:00 PM 4:02


Fri. AM 7:58 AM 12:00 PM 4:02 Fri. AM 7:58 AM 12:00 PM 4:02


Total Time 42:28:00 Total Time 43:54:00

Schedule 35:00:00 Schedule 35:00:00

E-Time 7:28:00 E-Time 8:54:00(Rounded to Nearest 1/4 Hr) E1 7.50 (Rounded to Nearest 1/4 Hr) E2 9.00

B1 Time 4 B2 Time 5R1 Time 1 R2 Time 0

Bus Rider Weekly CalculationsWeek 1 Absence

Week 2 Absence

Signature___________________________________________Date_________________

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Comp TimeComp Time Comp time earned and used may be Comp time earned and used may be

entered in TERMS using codes C1/C2 entered in TERMS using codes C1/C2 for earned and K1/K2 for used.for earned and K1/K2 for used.

Comp time earned must be posted at Comp time earned must be posted at least one pay period before comp least one pay period before comp time can be used.time can be used.

Comp time used must be in half-day Comp time used must be in half-day or whole-day increments for or whole-day increments for instructional/PTS employees.instructional/PTS employees.

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Comp TimeComp Time Comp time earned over 40 sweat Comp time earned over 40 sweat

hours in a week must be entered as hours in a week must be entered as time and 1/2time and 1/2

Comp time earned must be used Comp time earned must be used within six months from the date it was within six months from the date it was earned.earned.

A monthly report is emailed to the A monthly report is emailed to the payroll preparer listing employees who payroll preparer listing employees who have comp time earned in TERMS.have comp time earned in TERMS.

PANEL:___ C08. TIME EXCEPTIONS YEAR: 10

RUN PLD PAY DATE DUE DATE/TIME 420 2103 DIXIE HOLLINS HIGH 04/23/10 04/19/10 05:00 (NAME) LAST: ALBRIGHT FIRST: MARTY MID INIT: M SSN JB 264589193 04 RG 52.50 C1 7.50 K2 15.00 . . . . . ALBRIGHT . . . . . . . . . . . . . . . . . . . . . . . = 22.50 RG . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . = . .

EXCEPTION CODE LENG: 2 ATTR: AN REQ: N

A1 - A2 = ABSENT TEACHER C1 - C2 = COMP TIME EARNED N1 - N2 = NO PAY K1 - K2 = COMP TIME TAKEN T1 - T2 = TEMP DUTY ELSEWHERE L1 - L2 = LEASE WORK W1 - W2 = WORKERS COMP i1 - i2 = TRADE DAYS EARNED J1 - J2 = JURY DUTY U1 - U2 = TRADE DAYS USED M1 - M2 = MILITARY DUTY XX NOPAY = NO PAY X1 - X2 = 11.5 EMPLOYEE TIME OFF TL TCHLEAD = TEACHER LEAD Q1 - Q2 = PESPA/NON-REPS HOLIDAY PA PERF = PAY FOR PERFORMANCE SR (Units of $10) = SCHOOL RECOGNITION MORE ... .

F1=HELP 3=EXIT 4=PROMPT 6=NOTE 7=BKWD 8=FWD 9=ALTVIEW 11=RTN/C09 12=ESC NO ADDITIONAL PAGES...NEXT? TERML: QPADEV

Employee Self Service ESSEmployee Self Service ESS Browse your earnings history and view Browse your earnings history and view

individual pay statement images (if you have individual pay statement images (if you have direct deposit).direct deposit).

View your current salary information.View your current salary information. View your sick, personal, vacation balances.View your sick, personal, vacation balances. View your W-2 wage and tax statements View your W-2 wage and tax statements

images (if you have direct deposit).images (if you have direct deposit). View your W-4 withholding allowance View your W-4 withholding allowance

information.information. View / Change your address/phone number View / Change your address/phone number

currently on file.currently on file.

Log Out

Employee Self ServiceTEST PERSON SSN# xxx - xx- 1234

Primary Job: Instructional Sch/Dept: Personnel

About ESS Information about Employee Self Service

Pay Info Browse your earnings history and view individual pay statements

Salary View your current salary information

Leave View your sick, personal and vacation balances

W2 View your W-4 withholding allowance information

Personal View/Change your personal information curently on file with Pinellas County School Board

Home To view payroll stubs, W-2s, etc. on this site, Adobe Reader version 7.0 or higher must

be installed on your computer. If you want to down load the current version clidck on the

icon below.

Stop Printing Remittance Stop Printing Remittance AdvicesAdvices

As of August 1, 2008 remittance advices have As of August 1, 2008 remittance advices have been delivered electronically through the been delivered electronically through the employee self service websiteemployee self service website

Employees will receive a reminder email when Employees will receive a reminder email when a new remittance advice is posted.a new remittance advice is posted.

The preparer will receive an emailed gross to The preparer will receive an emailed gross to net report to verify the payments made to net report to verify the payments made to employees at their location. employees at their location.

Stop Printing Remittance Stop Printing Remittance AdvicesAdvices

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Thank You Thank You for all that for all that

you do!you do!

Documents

8/28/2015 Presented by: David Richmond, Payroll Manager